Flowers Woodside Privacy Policy

Introduction

This Privacy Policy explains how Flowers Woodside collects, uses, stores, and protects personal information of customers placing orders with us in Woodside and the surrounding districts. We are committed to safeguarding the privacy of all individuals and complying with the General Data Protection Regulation (GDPR).

Scope of This Policy

This policy applies to all customers ordering flowers and related products from Flowers Woodside, whether orders are placed online, by phone, or in person, when delivered within Woodside and its neighboring areas. The policy details our data collection and processing practices specifically for these transactions.

What Data We Collect

We collect only the minimum personal data necessary to process your order efficiently and comply with legal obligations. The types of data we may collect include:

Contact Information: Your full name, address, delivery address, and, where provided, any alternative recipient's name and address.
Order Details: Purchase information, flower and product selections, and order history.
Payment Information: Payment method details, but we never directly store your full payment card numbers. Payment processing is handled by secure third-party processors.
Communication Records: Any correspondence with us such as order confirmations, queries, complaints, or feedback.
Optional Information: Preferences or special instructions you may provide for your order.

Lawful Basis for Processing

Under the GDPR, we process your data on the following lawful bases:

Contractual Necessity: Your data is processed to fulfill the purchase contract when you place an order with us.
Legal Obligation: Some data, such as transaction records, are retained to fulfill accounting or tax obligations.
Legitimate Interests: We may use your data to improve our services, respond to queries, or prevent fraud, provided these uses do not override your privacy rights.
Consent: If we wish to send you promotional materials or updates, we will seek your explicit consent, and you may withdraw this at any time.

How We Use Your Data

Flowers Woodside only uses personal data to provide, improve, and personalize our services. Specific uses include:

Processing and delivering your orders accurately and efficiently
Providing customer service or responding to your requests
Fulfilling our legal and regulatory requirements
Maintaining internal business records and analytics, such as understanding product popularity (using only aggregated data wherever possible)

How Long We Keep Your Data

Your personal data will be retained only as long as necessary to achieve the purposes outlined above or to comply with legal obligations. Typically:

Order and transaction records are kept for up to seven years for accounting and tax purposes.
Contact and communication records are kept for a maximum of three years after your last contact with us, unless a longer retention is required for the resolution of ongoing matters or legal processes.
Marketing consent records are retained until you withdraw your consent.

After the relevant retention period, data will be securely deleted or anonymized.

Data Processors and Sharing

To fulfill your order and manage our operations, Flowers Woodside may engage trusted third parties (data processors), including:

Delivery partners for order fulfillment
Payment processing services for handling your transactions securely
IT service providers who help us maintain our ordering, payment, and internal systems

Whenever third-party processors are used, they are contractually bound to handle your personal data securely and in compliance with GDPR. Your information will not be sold or shared with any unrelated third parties. We do not transfer your personal data outside the European Economic Area (EEA), and should such a transfer become necessary, it will only be done with appropriate safeguards in place.

Your Data Rights

Under the GDPR, you have the following rights in relation to your personal data:

Right to Access: You can request a copy of the personal information we hold about you.
Right to Rectification: You are entitled to ask us to correct inaccurate or incomplete data.
Right to Erasure: In certain cases, you may request that we delete your personal data, such as where it is no longer necessary for the purposes collected or you withdraw consent for marketing.
Right to Restrict Processing: You can ask us to limit the way we use your data.
Right to Data Portability: You may have the right to request your data in a common format for use elsewhere.
Right to Object: You can object to the processing of your data on grounds relating to your particular situation, including for direct marketing purposes.
Right to Withdraw Consent: Where we rely on your consent, you can withdraw it at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights, please contact us and specify your request. We may ask for proof of identity for security reasons before acting on your request.

Data Security

Flowers Woodside is committed to ensuring the security of your personal information. We use appropriate technical and organizational measures to protect your data against unauthorized access, loss, or disclosure. This includes secure ordering systems, encrypted payment processing, and limited access to your personal information among our staff and processors.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Any updates will become effective upon posting the revised policy. We encourage you to review this policy whenever you use our services to stay informed about how we protect your personal data.

Contact and Further Information

If you have any questions or concerns about this Privacy Policy or how your data is handled by Flowers Woodside, please reach out to us. We will respond promptly and do our best to resolve any issues you may have regarding your privacy rights.